Disaster Planning in Tennessee

1
Emergency Preparedness Planning in Tennessee
Sandy Oelschlegel Director, Preston Medical
Library Learning Resource Center
2
A Review of Events and Current Status

• Katrina and Rita September 2005
• NN/LM Task Force formed 2006
• Ocean Springs meeting of Task Force 2007
• Tennessee assessment results 2007
• THeSLA meeting fall, 2007
• NN/LM National Emergency Preparedness Response
  Plan 2008
• TLA meeting 2008

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Katrina and Rita -September 2005

• When Katrina and Rita hit there were many
  hospital and universities libraries affected
• Public libraries were also widely affected in
  every city and town in that region

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Hospitals Affected by Katrina

• Charity Hospital, New Orleans
• Children's Hospital, New Orleans
• Community Care Hospital, New Orleans
• Kessler Medical Center at Kessler Air Force Base,
  Biloxi, MS
• Kindred Hospital, New Orleans
• Louisiana State University Health Sciences
  Center, New Orleans
• Memorial Hospital, Gulfport, MS
• Methodist Hospital (Lakeland Medical Center), New
  Orleans
• Methodist Hospital (Pendleton Memorial), New
  Orleans
• Ochsner Clinic Foundation, New Orleans
• River Oaks Hospital, New Orleans
• St. Charles Specialty Hospital, New Orleans
• Slidell Memorial Hospital, Slidell, LA
• Tenet Healthcare Hospitals, including Gulf Coast
  Medical Center, Biloxi, MS Kenner Regional
  Medical Center, Kenner, LA Lindy Boggs Medical
  Center, New Orleans Meadowcrest Hospital,
  Gretna, LA Memorial Medical Center, New Orleans
  NorthShore Regional Medical Center, Slidell, LA
• Tulane University Hospital and Clinic, New
  Orleans
• Tulane University, School of Medicine, New
  Orleans
• US Department of Veterans Affairs Hospitals,
  various locations
• West Jefferson Medical Center, Marrero, LA

From http//www.mlanet.org/hurricane_katrina.html
2/27/2008
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(No Transcript)
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Reactions in Our Community

• Communication- Are you alright? Where are you?
• Ada Seltzer from Rowland Medical Library in
  Jackson Mississippi served as a touchstone by
  communicating with RML and SCMLA through lists
• NNLM South Central office made room on their blog
  for SEA region http//nnlm.gov/scr/blog/?p177
• Help- What do you need? NNLM/SEA NLM (Beth
  Wescott)
• Docline- routing turned off to affected libraries
  
• New computers were provided
• Free borrowing NLM for 18 months -little used
• Books? No place to put them please dont send!
• Information Access- Vendors opened up resources
  to the professionals in that area to ease access
  problems.

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NN/LM Task Force-October 2006

• Formed in 2006 with the following charge
• Identify what plans exist in each state in the
  Region
• Devise or recommend procedures on how Network
  members notify the RML when disasters or
  emergencies occur
• Determine need for a regional plan
• Recommend what information or resources the RML
  should make available for use by Network members

8
Ocean Springs Meeting of Task Force

• The task force met in Ocean Springs, MS in the
  heart of some of the hurricane damage.

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Ocean Springs Outcomes Goals

• Raise awareness of the need for disaster planning
  in the region utilizing existing organizations
• Identify templates and other resources for
  developing disaster plans
• Stress the need for all libraries in the region
  to determine essential services in order to
  establish business continuity plans
• Promote and reward MOU development
• Establish partnerships with other RMLs and
  contribute to the national response plan

10
Tennessee Assessment Results

• A survey of all libraries listed in Docline as
  NNLM members was completed prior to Ocean Springs
• Only UTHSC library, UTK responded that they had
  full plans
• Others were relying on their institutions plans
• Generally we are not prepared!

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Medical Library Locations in Tennessee
Yellow Resource Libraries RedOther Medical
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THeSLA Meeting Fall, 2007

• Dan Wilson spoke on the accomplishments of the
  NN/LM SE/A Emergency Preparedness Task Force and
  the goals of the NN/LM National Emergency
  Preparedness Plan.
• Walter Cybulski, Head, Quality Assurance Unit,
  Preservation, National Library of Medicine,
  presented Salvaging Water Damaged Library
  Collections.
• Dr. Robert H. Latham, Chief of Medicine,
  Infectious Diseases, St. Thomas Hospital,
  Nashville, TN, spoke on the avian flu.
• Susan Yowell presented 20 Tips for Creating a
  Successful Disaster Plan.
• Jessica Leming, Solinet, conducted a Solinet
  preservation class.
• Dan Wilson and Susan Yowell discussed the
  development of MOUs among the THeSLA libraries.

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THeSLA
Nedra Cook, Ft. Sanders Regional Medical Center,
and Jan Haley, St. Thomas Hospital introduce the
program. 
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TheSLA
Walter Cybulski, NLM, presented Salvaging Water
Damaged Library Collections, and Dan Wilson,
University of Virginia Health Sciences Library,
presented on the SE/A Emergency Preparedness Task
Force and the NN/LM National Emergency
Preparedness Plan. 
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THeSLA
Instructor Jessica Leming  from Solinet shows
how to save our books
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Outcomes Charges THeSLA will be be Working
Toward

• Encourage all health sciences libraries in
  Tennessee to write a disaster plan based on the
  Pocket Response Plan (PReP).
• Initiate disaster preparedness discussions with
  resource libraries in state.
• Look into adding an MDConsult subgroup to
  TENN-SHARE.
• Develop a grant for a disaster information
  cart.
• Encourage health sciences libraries in Tennessee
  to make preparedness arrangements with a buddy
  library.
• Create a Tennessee disaster related blog on the
  SE/A web page.
• Find out from SOLINET what disaster related
  resources/services they offer.

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NN/LM RAC Emergency Preparedness Committee

• Emergency Preparedness Committee
• The RAC Emergency Preparedness Committee is a
  standing committee of the NN/LM SE/A regional
  advisory structure. The committee is comprised of
  a representative from each state in the region,
  with one person serving as chair and one member
  serving on the RAC Oversight Committee. The
  network access coordinator is an ex-officio
  member of the committee. Committee members will
  be appointed by the SE/A executive director to a
  three year term. The committee will meet
  virtually at least twice a year and will maintain
  an electronic discussion list to conduct business.

Regional Advisory Committee
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NN/LM SE/A RAC Emergency Preparedness Committee

• Committee Charge
• The RAC Emergency Preparedness Committee will
  provide leadership in promoting emergency
  preparedness, continuity of service and follow-up
  reporting for events.
• Committee members will
• Assist the SE/A with developing and implementing
  a regional emergency preparedness plan to ensure
  continuity of service for Network members.
• Serve as regional coordinators for emergency
  preparedness activities in the state
• Promote emergency preparedness in individual
  libraries and the state.
• When necessary, work as part of the regional
  emergency team to ensure continuation of services
  and recovery to affected Network members(s) in
  the state.
• Provide the SE/A office with follow-up and
  reporting of events following a disaster to
  include a description of the incident, the
  response, follow-up activities, and lessons
  learned.
• Recommend improvements and new avenues for the
  SE/A to promote and delivery emergency
  preparedness/disaster recovery support to Network
  members.

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NN/LM RAC Members

• Committee Chair Daniel T. Wilson, Assistant
  Director for Collection Management
  AccessUniversity of VirginiaCharles Sequi
  Caballero, Assistant Librarian III University of
  Puerto RicoMarcia Epelbaum, Assistant
  DirectorVanderbilt UniversityRobert James,
  Associate Director of Access Services Duke
  UniversityRichard Nollan, Associate
  ProfessorUniversity of Tennessee, Memphis
  Sandra Oelschlegel, Director University of
  Tennessee Graduate School of Medicine Jean L.
  Siebert, Learning Services CoordinatorWest
  Virginia UniversityFelicia Yeh, Assistant
  Director for Collections ManagementUniversity of
  South CarolinaBeth M. Wescott, ex-officio
  Network Access CoordinatorNN/LM SE/A Region

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The Wiki

• http//sea-dp-tf.pbwiki.com/

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NN/LM National Emergency Preparedness Plan

• Draft Plan

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TLA Panel Discussion

• Emergency Preparedness and the Role of
  Information Services Panel Discussion
• Sandy Oelschlegel, Preston Medical Library Jan
  Haley, Saint Thomas Hospital Nedra Cook, Fort
  Sanders Hospital Suresh Ponnappa, East
  Tennessee State University Rick Wallace, East
  Tennessee State University. Sponsored by Special
  Libraries Section and Tennessee Health Sciences
  Library Association.
• When faced with a disaster, whether a local
  tornado or regional hurricane event, is your
  library prepared? If the pandemic began tomorrow,
  could you continue to provide services to your
  community? What would they need? This panel will
  discuss strategies to prepare for such events,
  including individual library disaster planning
  and community partnerships.

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Why Should We Plan for Emergencies?

• Fires
• Leaking or burst pipes
• Leaking roofs
• Local power outages
• Ice storms

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Why Should We Plan for Emergencies?

• Tornadoes
• Severe storms
• Widespread power outages
• Terrorist attacks
• Oak Ridge radiation or chemical spills
• Epidemics

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Where Do We Go From Here?

• Lets be a model state
• Start by following Dan Wilson's eight steps to
  develop a service continuity plan
• Look at Dplan which is the recommended template
  to use for Disaster Planning
• Lets talk about how we could help each other in
  Knoxville- MOUs?
• Think of Disaster/Emergency planning as a
  process, not an event.

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Dan Wilsons Susan Yowells Plan Service
Continuity

• Step One Assess Risks
• Step Two Determine Core Services
• Step Three Remote Access To Core Services
• Step Four Determine Your Core/Unique Resources
• Step Five Create a Salvaging Chart for Your
  Core/Unique Resources
• Step Six Use a Model to Create Your Disaster
  Plan
• Step Seven Drill
• Step Eight Review and Update

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DPlan

• Online disaster-planning template
• Prepared by the Northeast Document Conservation
  Center (NEDCC) and the Massachusetts Board of
  Library Commissioners (MBLC).
• Development was funded by the Institute of Museum
  and Library Services (IMLS) and the National
  Center for Preservation Technology and Training
  (NCPTT).

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Memorandum of Understanding

• A Memorandum of Understanding (MOU) is a mutual
  aid agreement and a totally voluntary program
  between cooperating partner libraries.
• The purpose of the MOU is to establish a working
  relationship between hospital or health system
  partner libraries

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• Questions? Discussion?
• Thank You!